Opportunity Detail

Questions and Answers

GPS/Telematics and Fleet Management Interface
Document #:  0A1311


Question:   Based on The offeror must provide documentation of at least three installs of its proposed GPS/Telematics solution within the last 36 months for United States governmental entities (federal, state, county, or city) with at least 3,500 GPS/Telematic tracked devices per entity.

Question: Can we use existing enterprise customers as well as government entities? Also, is it regulated to just the past 36 months? Can we extend to 48 or 60 months?

Answer:   No, the mandatory requirement is specific to United States governmental entities within the last 36 months.

Date: 6/7/2021

Inquiry: 86319


Question:   Supplement 3 Section 1. State Requirements Applying to All Solutions, Subsection 1.3. Periodic Security and Privacy Audits states "The State will be responsible for conducting periodic security and privacy audits and will generally utilize members of the Office of Information Security and Privacy, the Office of Budget and Management – Office of Internal Audit, and the Auditor of State, depending on the focus area of the audit."

Question: What would be the frequency of the audit and will Contractors third party assessments reports (ISO 27001, penetration test reports) be accepted?

Answer:   The audits will be periodic, and the required reports/documents are up to the team conducting the audit.

Date: 6/7/2021

Inquiry: 86318


Question:   Inquiry 86176 - Answer: The prices must be broken out as required by Attachment Nine - Cost Proposal Workbook. Please list any assumptions in the proposal.

Question: In Attachment Nine, under the tab labeled "Bid of Materials", the State is requesting entry of a dollar figure for "Integration with OFMs Existing System Fleet Ohio (AssetWorks FASuite)". Total integration costs could include (A) a dollar figure in respect of services provided by the Contractor and billed by the Contractor, and (B) a dollar figure in respect of services provided by AssetWorks and billed by AssetWorks. Please confirm that the dollar figure to be entered in the "Bill of Materials" tab of Attachment Nine, in respect of "Integration with OFM's Existing System Fleet Ohio (AssetWorks FASuite)", should NOT include amounts in respect of category B above (i.e., services provided by AssetWorks and billed by AssetWorks).

Answer:   The amount entered in the “Integration with OFMs Existing System Fleet Ohio (AssetWorks FASuite)” should include the costs to integrate the proposed solution with the existing system.

Date: 6/7/2021

Inquiry: 86314


Question:   Please identify the current system(s) used by the State for navigating around traffic or road blockage issues.

Please also identify the State’s current storm response plan and processes used to maximize fleet utilization during, and in the wake of, inclement weather.

Answer:   It is currently up to the driver and/or agency to determine how best navigate around traffic or road blockage issues and utilize equipment during inclement weather.

Date: 6/4/2021

Inquiry: 86237


Question:   Please identify an example of technologies that would be acceptable to the State for navigating around traffic or road blockage issues.

Please identify an example of technologies that would be acceptable to the State for storm response plan purposes.

Answer:   It is the offeror’s responsibility to propose a Storm Response Plan along with all assumptions.

Date: 6/4/2021

Inquiry: 86237


Question:   Since a vehicle operator will not have a guaranteed method of communication or visualization and will not have guaranteed access to other readily available technologies, please confirm that the telematics provider must assume a vehicle operator will have no other means of communication or visualization for real-time navigation or storm response plan purposes. Alternatively, please identify the means of communication and/or visualization available to all vehicle operators.

Answer:   It is the offeror’s responsibility to propose a Storm Response Plan along with all assumptions.

Date: 6/4/2021

Inquiry: 86237


Question:   Under SLA requirements it states: Hardware Installation/Deinstallation: The Contractor must provide statewide professional installation and deinstallation services within five (5) business days of the request from OFM.

Question: Can the state define if they are requesting the install/deinstall to occur within 5 business days of the OFM reaching out to the vendor, or if it acknowledgement of the request with a proposed plan and schedule provided within 5 business days (but not the install being completed)?

Answer:   The SLA requires that the install/deinstall occur within five (5) business days of the request from OFM.

Date: 6/4/2021

Inquiry: 86236


Question:   Inquiry: 86217 - For true "plug and play" devices, does the State still require the vendor to physically install/plug in the device? The State answered YES.

Supplement 1 2.0 Hardware Requirements. Section 3 Hardware must be installed in a manner that prevents the likelihood of tampering or damage. The use of "plug and play" can be misleading. Most telematics companies offer a device that can simply plug into the vehicles diagnostic port (takes 10 seconds), but government clients do not want this type of installation. Government clients typically want the device installed behind the dash using a Y harness. Behind the dash installs do two things 1. prevents drivers from simply unplugging the device. 2 Free up the diagnostic port, so the device does not need to be removed when the vehicle is in for maintenance, and a scan tool is plugged into the OBD port.

Question: Plug and Play takes 10 seconds to install and does not use a harness, hide the device, or leave the diagnostics port open for service. Installations behind the dash leave the diagnostic port open and take longer to install but are more common in government vehicles. To get competitive quotes, can the state please be clear on the installation they are requesting? Simply plug the device in by hand or behind the dash with a Y harness, leaving the ODBII port open.

Answer:   Proposals will be scored according to the main RFP document, Attachment One: Evaluation Criteria section. Proposals should be written to meet or exceed as many of the project requirements as possible.

Date: 6/4/2021

Inquiry: 86228


Question:   MCSA - 8. Support and Order Adjustments, Subsection: 8.4 Support Parameters -The contract states: "Contractor must maintain at least one support center in North America with adequate English-speaking support personnel."

Question: Can the State please confirm (a) if a waiver is required in order for Contractor personnel in Canada (e.g., tier 3 support personnel) to be provided with remote access to State data (i.e., ""Subscribers Data"") for the limited purpose of providing support services, and (b) if such a waiver will be automatically granted for remote access from Canada in connection with the provision of support services.

Answer:   Waivers are not guaranteed and are part of negotiations with the highest ranking offeror.

Date: 6/4/2021

Inquiry: 86267


Question:   MCSA - 9. Standard Provisions, Subsection: 9.20 Entire Agreement - The contract states: Only an executable Order attached to a Service Attachment as an exhibit and identified as such in the applicable Service Attachment may be executed by a Subscriber to evidence a transaction under this Agreement. Further, neither the Subscriber nor the Contractor may add or require additional terms as part of any authorized Order. Documents attached to a Service Attachment as exhibits to be executed by a Subscriber typically identify authorized Service options the Subscriber has selected, provide information about a Subscriber, identify installation or configuration requirements or similar statements of work to be done by the Contractor, set schedules for performance, and similar matters.

Question: Can the State please confirm if Cooperative Purchasing Members are permitted to require additional terms as part of stepping …""into the shoes of the State under this Agreement for purposes of its Order"", as contemplated in section 1.10 of the Master Cloud Services Agreement?

Answer:   Any discussion involving Terms & Conditions would happen during negotiations with the highest ranking offeror.

Date: 6/4/2021

Inquiry: 86277


Question:   MCSA - 9. Standard Provisions, Subsection: 9.19 Federal Tax Information - The contract states: When the Contractor is handling Subscriber Data that includes Federal Tax Information, the Contractor must comply with the safeguards contained in the IRS Publication 1075 Attachment in Exhibit II.

Question: Can the State please confirm if federal tax information will be disclosed to the Contractor in connection with the Agreement? If not, will the State delete section 9.19 of the Master Cloud Services Agreement?

Answer:   Any discussion involving Terms & Conditions would happen during negotiations with the highest ranking offeror.

Date: 6/4/2021

Inquiry: 86275


Question:   MCSA - 9. Standard Provisions, Subsection: 9.17 HIPAA Compliance - The contract states: When the Contractor is handling Subscriber Data that includes health or medical data, the Contractor must comply with data handling and privacy requirements of the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") and its associated regulations. Additionally, some or all of the Subscriber Data may be client identifying information covered by 42 C.F.R. Part 2. Contractor may only disclose such client identifying information back to the Subscriber and is bound in all respects by the regulations of 42 C.F.R. Part 2.

Question: Can the State please confirm if health or medical data (including substance use disorder patient records) will be disclosed to the Contractor in connection with the Agreement? If not, will the State delete section 9.17 of the Master Cloud Services Agreement?

Answer:   Any discussion involving Terms & Conditions would happen during negotiations with the highest ranking offeror.

Date: 6/4/2021

Inquiry: 86273


Question:   MCSA - 5. Orders, Requesting Service, Delivery, Acceptance, Termination, and Modification, Subsection 5.2 Service, Termination, or Modification "The contract states: The Contractor must act as the sole point of contact for all Services under this Agreement and any related Service Attachments for all Subscribers. The Contractor may not require a Subscriber to contact any of the Contractor's third-party suppliers or otherwise transact business directly with such suppliers for any Services ordered under this Agreement, and in all respects, the Contractor must maintain a seamless, single-point-of-contact business relationship with each Subscriber for the Services ordered under this Agreement.

Question: Can the State please explain how this paragraph of section 5.2 interacts with section 1.8 regarding ""dealers"". Where a Subscriber is agreeable to working with a dealer or distributor, for example, the Contractor would not be the sole point of contact for Services.

Answer:   Any discussion involving Terms & Conditions would happen during negotiations with the highest ranking offeror.

Date: 6/4/2021

Inquiry: 86266


Question:   MCSA - Section 3.1 - Insurance, Indemnification, Limitation of Liability, Subsection: Subcontractors - The contract states: Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that State of Ohio is an additional insured on insurance required from subcontractors.

Question: Can the State of Ohio please clarify that subcontractor will only be required to maintain "...insurance meeting all [APPLICABLE] requirements stated herein..." -- no installer, for example, would have $5 million/$10 million cyber liability coverage?

Answer:   Any discussion involving Terms & Conditions would happen during negotiations with the highest ranking offeror.

Date: 6/4/2021

Inquiry: 86271


Question:   MCSA - 4.3 Handling of Subscriber's Data The contract states: "All Subscriber Data will remain the property of the Subscriber."

Question: Can the State of Ohio please confirm, if, in order to have access to ""big data"" services, it is willing to permit use of Subscriber Data in the usual privacy-compliant manner?

Answer:   Any discussion involving Terms & Conditions would happen during negotiations with the highest ranking offeror.

Date: 6/4/2021

Inquiry: 86265


Question:   MCSA - Section 1- General Information, Subsection 1.8 Dealers and Distributors "The contract states: The State authorizes the Contractor to name one or more dealers to work with the State on behalf of the Contractor. But if the Contractor decides to use any dealers, the Contractor must submit the name, principal business address, addresses for Orders and for payments, telephone number, and its federal tax identification number. The Contractor also must submit a completed W9 form for each dealer it wishes to name under this section. The Contractors submission must be on its official letterhead, signed by an authorized representative, and sent to the address listed in The Notices section of this Agreement.

Question: It is unclear whether a completed W9 would be required for all dealers or only dealers that will accept payments from State of Ohio - Can the State please confirm. "

Answer:   A W9 is required of all dealers.

Date: 6/4/2021

Inquiry: 86263


Question:   ATTACHMENT TEN MASTER CLOUD SERVICES AGREEMENT, 1. General Information Section 1.8 Dealers and Distributors.

Question: Can dealers and distributors be added after a successful do they need to be included in the initial bid? It is much easier to add dealers and distributors after a successful award.

Answer:   The State prefers that they be included in the Proposal for evaluation. They can be added, but it takes time to process an amendment.

Date: 6/4/2021

Inquiry: 86260


Question:   A list of IT policy and standard links is provided in the State IT Policy and Standard Requirements and State IT Service Requirements supplement. Are these stated in Supplemental 3 only? Or is their another link for additional service requirements?

Answer:   All required links are provided in the various RFP documents.

Date: 6/4/2021

Inquiry: 86238


Question:   Please confirm that a dealer named in accordance with section 1.8 of the Master Cloud Services Agreement (MCSA) may accept Orders placed under the agreement, issue invoices under the agreement (as defined in section 7.2 of the MCSA), and receive payments (as described in section 1.8.iv of the MCSA).

Answer:   The RFP and MCSA will be awarded to the same Contractor. If the MCSA is utilized, a Dealer can be named whom can receive orders, provide invoices and receive payments.

Date: 6/3/2021

Inquiry: 86227


Question:   For true "plug and play" devices, does the State still require the vendor to physically install/plug in the device?

Answer:   Yes.

Date: 6/2/2021

Inquiry: 86217


Question:   Inquiry 86196: The State answered that traffic information will be used to navigate around traffic or road blockage issues so the fleet can continue to meet its agency's needs. Our assumption is this is real-time driver routing. Typically, a driver enters their route (Pre-Trip) in an online map service provider (such as Waze or Google) that provider will give the driver the fastest route based on current driving conditions. Once the driver is active, the map service provider will update the driver either through a tablet or cell phone.

Question: Can the State explain the expectation of the telematics vendor in this instance? This technology exists today from non-telematics vendors can the State provide an example of how telematics could better this process?

Answer:   The expectation is that the telematics vendor will provide a Storm Response Plan that will help drivers avoid examples such as I-70 being flooded.

Date: 6/2/2021

Inquiry: 86216


Question:   Inquiry 86196: The State answered that traffic information will be used to navigate around traffic or road blockage issues so the fleet can continue to meet its agency's needs. Our assumption is this is real-time driver routing. Typically, a driver enters their route (Pre-Trip) in an online map service provider (such as Waze or Google) that provider will give the driver the fastest route based on current driving conditions. Once the driver is active, the map service provider will update the driver either through a tablet or cell phone.

Question: Do State drivers in Ohio have access to cell phones or tablets?

Answer:   We cannot guarantee the driver will have access to a cell phone or tablet.

Date: 6/2/2021

Inquiry: 86216


Question:   Inquiry 86196: The State answered that traffic information will be used to navigate around traffic or road blockage issues so the fleet can continue to meet its agency's needs. Our assumption is this is real-time driver routing. Typically, a driver enters their route (Pre-Trip) in an online map service provider (such as Waze or Google) that provider will give the driver the fastest route based on current driving conditions. Once the driver is active, the map service provider will update the driver either through a tablet or cell phone.

Question: Is the above correct?

Answer:   We cannot assume that an online map service provider (such as Waze or Google) will be in use.

Date: 6/2/2021

Inquiry: 86216


Question:   Inquiry 85187: The State answered that a “Storm Response Plan" could cover a situation where, during a very heavy rainstorm, Buckeye Lake floods the major I-70 interstate. All lanes are shut down on the highway and entrance ramps are closed for several miles in both directions.

Question: Let’s assume the above happens which qualifies as a storm event. What are the states expectations of the telematics vendor in the example of Buckeye Lake flooding the major I-70 interstate?

Answer:   The expectation, in this example, is that the telematics vendor will provide a plan to avoid the flooded area.

Date: 6/2/2021

Inquiry: 86215


Question:   Inquiry #86176: The State answered that the Wi-Fi capabilities will be used in locations where cellular services are not available. We have found this is not practical the state is assuming there is Wi-Fi when cellular services are not available. Typically, if a vehicle is out of cellular coverage, the device will store the data until the vehicle is back into cellular coverage. The data is uploaded without the customer losing any data. This type of Wi-Fi use is an older technology that was replaced with telematics real-time data.

Question: Is storing the data while out of coverage in remote areas and uploading while back into coverage acceptable? Telematics providers cannot guarantee Wi-Fi coverage when vehicles are out of cellular coverage (especially in remote areas)

Answer:   Yes, the data can be stored until the vehicle is back into coverage.

Date: 6/2/2021

Inquiry: 86213


Question:   If the offeror uses a subcontractor to provide some of the services under the contract, can the subcontractor bill the State directly for some or all of those services?

Answer:   No.

Date: 6/1/2021

Inquiry: 86197


Question:   Requirement K, Supplement 1- How does OFM want to use traffic information?

Answer:   Traffic information will be used to navigate around traffic or road blockage issues so the fleet can continue to meet its agency’s needs.

Date: 6/1/2021

Inquiry: 86196


Question:   Requirement J, Supplement 1 - What level of assistance is OFM requiring in creating a storm response plan?

Answer:   The expectation is that the contractor will create the storm response plan.

Date: 6/1/2021

Inquiry: 86195


Question:   MBE Certification. Any offeror proposing an MBE subcontractor certified by the Department of Administrative Services pursuant to ORC 123.151 must provide a copy of their Ohio MBE Certification. - Will the state accept WBE as subcontractors?

Answer:   The State will accept WBE subcontractors. No proof of certification is required.

Date: 6/1/2021

Inquiry: 86183


Question:   Proof of Insurance. "The offeror must provide the certificate of insurance required by Attachment Four. The policy may be written on an occurrence or claims made basis." - Does this need to be provided as part of the response or can this be provided once the state has awarded the contract?

Answer:   A certificate of insurance should be provided as part of the offeror's response.

Date: 6/1/2021

Inquiry: 86182


Question:   Section 22 of Attachment Two states that "The GPS/Telematics and Fleet Management Interface is considered Key Commercial Software" and "The State requires the Offeror to complete Attachment Eleven, Master Contract for Software Licensing for any Key Commercial Software License proposed." A number of telematics vendors provide the GPS/Telematics and Fleet Management Interface through a cloud-based Software-as-a-Service model. Can you confirm that the Master Contract for Software Licensing is not applicable to cloud-based SaaS offerings, which would instead be governed by the Master Cloud Services Agreement? If this is the case, will the State issue revisions to the RFP in sections that refer to Key Commercial Software to reflect this change?

Answer:   The State confirms that the Master Contract for Software Licensing is not applicable to cloud-based SaaS offerings, which would instead be governed by the Master Cloud Services Agreement. If the offeror's solution is a SaaS solution, the Master Contract for Software Licensing is not required.

Date: 6/1/2021

Inquiry: 86181


Question:   Please confirm that the State is aware of/will pay for the AssetWorks monthly telematics data fee charged to end users.

Answer:   The prices must be broken out as required by Attachment Nine - Cost Proposal Workbook. Please list any assumptions in the proposal.

Date: 5/27/2021

Inquiry: 86176


Question:   To what AssetWorks products does the telematics system need to integrate? What data feeds are needed from the telematics system?

Answer:   AssetWorks FASuite / MAXQueue Version 20.1.2

Telematics, GPS, and Asset Tracking data

Date: 5/27/2021

Inquiry: 86176


Question:   Can the state provide a list of centralized locations where all installations will take place? An approximate number of installs at each location would be helpful.

Answer:   The majority of installations and deinstallations will take place in Columbus, Ohio but some will take place in various locations throughout the state.

Date: 5/27/2021

Inquiry: 86176


Question:   What will the Wi-Fi capabilities in the devices be used for? Is it needed in all devices?

Answer:   The Wi-Fi capabilities will be used in locations where cellular service are not available.

Date: 5/27/2021

Inquiry: 86176


Question:   If the vendor offers a bundled, all-inclusive monthly fee for device and software services, how is this to be entered into your cost sheet?

Answer:   The prices must be broken out as required by Attachment Nine - Cost Proposal Workbook.

Date: 5/27/2021

Inquiry: 86176


Question:   Do vehicle installations need to be covert? Meaning do you require a Y or extension cable so the devices is up inside the dashboard or can the devices just be plugged straight in to the existing port?

Answer:   Please reference Supplement 1, Section 2.0 for hardware requirements.

Date: 5/27/2021

Inquiry: 86176


Question:   What is the quantity breakdown of light duty, heavy duty, or other vehicle/asset types?

Answer:   Approximately 90% are passenger and light trucks, 8% are medium weight trucks, and 2% are heavy weight trucks.

Date: 5/27/2021

Inquiry: 86176


Question:   Is it correct to assume the 3500 units requested as “Required Hardware” in the cost sheet are all light duty/OBD-II vehicles?

Answer:   Most are light duty/OBD-II vehicles, but some hardware will be needed for medium weight trucks, heavy weight trucks, vans, and buses.

Date: 5/27/2021

Inquiry: 86176


Question:   Do any of the State vehicles have other devices plugged into the OBD-II or diagnostic ports (such as a fueling system, etc.)?

Answer:   At this time, almost all OFM vehicles do not have any other devices plugged into the OBD-II or diagnostic ports.

Date: 5/27/2021

Inquiry: 86176


Question:   Can you provide more detail/ description about "a storm response plan" please? An example of a use case might be beneficial to help us best understand the requirement and what would be expected from the vendor.

Answer:   “A Storm Response Plan” could cover a situation where, during a very heavy rainstorm, Buckeye Lake floods the major I-70 interstate. All lanes are shut down on the highway and entrance ramps are closed for several miles in both directions.

Date: 5/27/2021

Inquiry: 85187


Question:   Regarding the mandatory requirement of three installs of over 3,500 vehicles in the past 36 months, would it suffice to have three government customers with fleets larger than 3,500 vehicles but are still in the rollout process so have not reached the 3,500 device number yet?

Answer:   No, if the installation of at least 3,500 devices for the United States governmental entity was not completed in the last 36 months, it does not suffice the mandatory requirement.

Date: 5/27/2021

Inquiry: 85191


Question:   Is the State open to any negotiation of the General Terms & Conditions (Attachment 4)?

Answer:   Any Contract negotiations are at the sole discretion of the State.

Date: 5/27/2021

Inquiry: 86176


Question:   Is the cost proposal setup to see all costs for one month? Currently it is asking for monthly pricing, so only calculating the cost for 3500 units for 1 month. Should we make it the yearly license cost in the cost/unit?

Answer:   The cost proposal asks for both monthly subscription/licensing costs as well as annual costs. All costs entered on the Bill of Materials tab, column J should be annual costs for 3,500 units.

Date: 5/25/2021

Inquiry: 85161


Question:   Is there a desired template / format that bidders should use to structure their MBE Utilization Plans?

Answer:   The State does not have a specific format. The offeror is to provide how they utilize an MBE subcontractor and the estimated value for the services.

Date: 5/25/2021

Inquiry: 85160


Question:   Is the State looking to integrate with its current Asset Works solution? Integrate with hardware from Asset Works or Asset Works partners?

Answer:   Yes, please reference Supplement 1, Section 12.0 for additional information.

Date: 5/25/2021

Inquiry: 85151


Question:   Is installation a requirement?

Answer:   Yes, please reference Supplement 1, Section 1.2.B for additional information.

Date: 5/25/2021

Inquiry: 85151


Question:   Is this similar to Ethernet or Hosted Voice RFPs the State awarded?

Answer:   These services are not provided under any other State Contract at this time.

Date: 5/25/2021

Inquiry: 85151


Question:   Will State award multiple vendors or just one?

Answer:   The State will aware the contract to one vendor.

Date: 5/25/2021

Inquiry: 85151


Question:   Will State accept multiple solutions?

Answer:   No, please see Main RFP, pg. 9 for additional information.

Date: 5/25/2021

Inquiry: 85151


Question:   Will the State please consider providing a 1 week extension for this RFP. Due to COVID-19, our province is still in lockdown and having a 1 week extension to get the documents responded to, printed and shipped would be very appreciated.

Answer:   The State will allow a one-week extension to the opening date (June 16, 2021) and inquiry end date (June 7, 2021). An Amendment will be issued.

Date: 5/20/2021

Inquiry: 85120


Question:   Would the State accept responses in email or portal submission rather than through mail considering the due date of June 9th and no extensions being granted to the due date?

Answer:   The State does not accept responses in email or by portal submission at this time.

Date: 5/18/2021

Inquiry: 85085


Question:   We are requesting an extension to the opening date of June 30th and the opening time of 1pm est.

Answer:   Thank you for your inquiry. The State is not extending the opening date at this time.

Date: 5/13/2021

Inquiry: 84998


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Inquiry period ended:  6/7/2021 8:00:00 AM